Use Document Actions in the Document Journal

"When invoices come in, they don't always land in the right place. Sometimes, a PDF turns out to be an order confirmation instead of an invoice. If there's something extra an approver needs to see, such as a contract or an email thread, I want to attach it directly to the document so no one chases me up for this. And if I need to flag something for a colleague before it moves on, I want to leave a comment right there in the document."

Ester, Accounts Payable at Cronus

Document Capture's document journal includes a range of handy document actions, designed to make it easy to fix some of the most common issues with received PDFs – and add details that help registered document travel smoothly through approvals and posting.

Take a tour in the solution

In this scenario, you're working with two received PDFs in the document journal. The first document needs to be moved to a different document category, and the second document needs extra attachments and a comment to help approvers make a quick decision.

Use the document actions

From the document journal or document card, the Document action menu includes:

• Document Card, which opens the document card where you can review the recognized values, and see in detail how the document will be registered.
• PDF File, where you can view, print, or download the original file.
• Attachments, where you can add or edit the extra attachments that are added after importing the document.
• Incoming Email, which downloads an EML file with the original email used for receiving the file.
• Change Category, which sends the document to a different document category. For example, if a purchase order update is received combined with an invoice, you can split the documents and move the purchase order update to the relevant category – instead of resubmitting it.
• Split and Merge, which is covered in another learning unit.
• Comments, which can be added to alert approvers or bookkeeping colleagues during posting.

More resources

• Changing a document's category (Continia Docs article)

Check your knowledge